BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, DECEMBER 14, 2010
MASHPEE LIBRARY CONFERENCE ROOM
Present: David Burton, Patricia Gamache, Jane Dolan, and Nancy Soderberg.
Absent: Carlo D’Este, and John Kowalski.
Also Present: Helene DeFoe, Library Director
Audience: Sandra Lahart
David Burton, Chairman, called the meeting to order at 6:20 p.m. and reflected on the sad passing of Trustee Dianna Smith on November 24th. Sometime in the future in accordance with Dianna’s request, a fruit-bearing tree will be planted at the library in her memory.
Approval of Minutes…Approval of the November 9th minutes had to be tabled for the next Trustee meeting.
Reports
Helene distributed her monthly report and the CLAMS Circulation Statistics report for the month of November as well as Janet Burke’s report for the same timeframe. Copies of these reports are attached to the printed set of these minutes. The reports were reviewed and discussed at length. During the review Helene emphasized the importance of the library maintaining its certification. Helene also provided a copy of the MBLC‘s rules on closure of public libraries. Helene pointed out that closing due to lack of funds or lack of manpower is not valid under MBLC rules. A copy of the MBLC library closure document is attached to the printed set of these minutes.
New Business
Cape Cod Volunteers
Lisa McNeill, President, Cape Cod Volunteers joined the meeting to request the Mashpee Library serve as a host site for Cape Cod Volunteers. Lisa McNeill presented the following information:
· Cape Cod Volunteers started November 1, 2010.
· Lisa spent 11 years with placeCape Cod Foundation…4 years of research and planning around volunteerism.
· Learned that older adults were motivated to volunteer, but connection piece was missing. They will serve as the connection piece.
· Cape Cod Volunteers has 3 goals…(1) coordinate volunteer opportunities so they are more accessible to community members; (2) expand/strengthen capacity of nonprofit organizations and town agencies to use volunteers effectively; and (3) raise awareness of older adults being an asset to the community.
· Based on findings and goals they developed 2-prong approach to volunteerism: (1) website—capecodvolunteers.org—is up and running from the end of the summer; and (2) opportunity centers accessible to all community members that are in existing locations like libraries and community centers. They are a place for people to come and talk to Cape Cod Volunteers who will talk to them and help make a good match in the community for volunteering.
· They are promoting volunteerism in general in the community also doing training with nonprofit and government agencies.
Cape Cod Volunteers (continued)
Lisa McNeill said that tonight she is here about these opportunity centers and they are requesting from the Library:
· To allow them to use space in one of the study rooms for 3-4 days per week for 4 hours during day.
· Post a sign somewhere in the Library saying Cape Cod Volunteers Opportunity Center.
· Co-host (would not involve any money, just space) periodic monthly forums that would bring nonprofit organizations or government/town agencies to discuss what is available out there.
Lisa said benefits to the Library:
· Bring new community members to the Library.
· Get new volunteers perhaps for the Library and other town agencies.
· Cape Cod Volunteers would help to engage and inform community members about community issues.
· It would show Library support for volunteerism.
· Forums could bring nonprofits in and that might lead to different networking and partnerships with the Library.
Lisa said this would be the first site. She said they are also looking at Harwich Community Center; they are looking for 3-4 sites. She said this is all new so if Mashpee said only 2 days a week would work then they would live with that. For Cape Cod Volunteers it is about finding an accessible place and working to make that manageable. Lisa said the purpose of the meetings here with volunteer staff and volunteer is to match people to volunteer possibilities. The staff would meet with one person at a time and it probably will be by appointment. Lisa said Mashpee Chamber of Commerce offered their little room but it is a little out of the way.
Lisa said Cape Cod Volunteers is a legal corporation but doesn’t have nonprofit standing yet. She said since no phone would be available at the Library, they would probably have a cell phone.
Lisa left a draft Memorandum of Understanding for the Trustees review and signature should they decide to grant the request.
David Burton thanked Lisa for the work they are doing and said she would hear from the Trustees when a decision was reached.
Sandra Lahart commented that she works with Hospice and older adult volunteers have been great.
Lisa McNeill exited the meeting.
Nancy Soderberg stated that while we’re reviewing this she would like Helene to think about how much space the Library could devote for this. Helene said she would do this and right now she is thinking 2 days.
New Business (continued)
Library Staffing for 2011 and Future
Helene DeFoe announced she plans to retire as Library Director; February 26, 2011 will be her last work day. Helene explained that she has to complete forms submitting her retirement date. Helene said she believes a vacancy request form goes to the Board of Selectmen to approve filling the Library Director vacancy. The Trustees voiced their concern that the process not delay the recruiting and hiring of a Library Director since the library is in a critical staffing situation now.
The Trustees had a lengthy discussion on dealing with the challenges of hiring a Library Director to fill the position, along with handling the critical staffing shortage. Highlights of the discussion included the following:
Library Staffing for 2011 and Future (continued)
· Helene will have job description of Library Director position prepared for next Trustee meeting.
· David stated Trustees have to be pro-active; not reactive.
· Ad hoc search committee should be created to:
o Search for Library Director
o Reassure Library staff of Trustee support
o Meet with Selectmen Mike Richardson and Terri Cook (co-liaisons to the Library)
o Meet with Marilyn Farren, Human Resources
o Post job, including posting in CLAMS network and on MBLC website.
o David strongly urged that ad hoc committee should meet with library staff for their input.
Board of Library Trustees – Members
David advised that Sandra Lahart submitted a letter to the Board of Selectmen requesting appointment to the Board of Library Trustee to fill the unexpired term of office of Dianna Smith.
Motion: David Burton motioned that the Trustees follow-up on Sandra Lahart’s request with a letter of endorsement and recommendation to the Board of Selectmen that Sandra Lahart be appointed to the Board of Library Trustees; Nancy Soderberg seconded the motion; and the motion was unanimously approved.
David said he will prepare the endorsement letter and will hand-deliver it to the Board of Selectmen.
Old Business
Long-Range Plan
Helene said she had a conversation with Bonnie Barrett since Bonnie had done some work on inventory, etc. and Bonnie said after the holidays she would be willing to do the demographics that would be needed in putting together the long-range plan.
A Mashpee Public Library Survey draft was reviewed by the Trustees and edited. Helene will correct the draft and e-mail the edited version to the Trustees for review. It was the consensus that the survey should be done now and then again in the summer. With Bonnie Barrett’s help, these demographics will be helpful input for the long-range plan.
Next Meeting…6 p.m., Tuesday, January 11, 2011 in the Library Conference Room.
Adjournment
Patricia Gamache motioned to adjourn the meeting; Nancy Soderberg seconded the motion; and it was unanimously passed. The meeting adjourned at 8:10 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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